GDE Executive Committee: Public Meeting Minutes 7 December 2006

Present: B. Barish, G. Dugan, T. Raubenheimer, N. Walker, B. Foster, K. Yokoya, M. Nozaki, M. Hronek (sec)

-Approve public minutes from 30-NOV-06. Send comments, will be posted in 24 hours.

-Announcements – n/a

Action Items:

- RDR Mgmt

(Ewan’s notes)

Attending:
E. Paterson, B. Barish, G. Dugan, P.Garbincius, T.Raubenheimer, W.Bialowons, K.Yokoya, T.Shidara, B.Foster, M.Hronek   

                  
   Status, plans and schedule for CCR #20, ..................Tor   ( 10 mins )

Tor reported that follow up text and parameters supporting CCR #20 a,b, and c were in preparation and would be sent to this group by Friday for review before submission to the change control board. In the discussion it was made clear that the tunnel length enabling a return to the original BCD parameters would be included in the CCR. This important point was not made clear in the original submittal. On the subject of allowances for degradation of klystron performance, it was agreed that experience with klystrons, not RF amplifiers in general, showed no slow degradation but rather a short or sudden collapse at end of life.

   Report on SCRF meeting on Tuesday December 5..............Ewan  ( 10 mins )
        Discussion of schedule for information transfer
        to and from Wilhelm..................................All   ( 10 mins )
        Discussion of schedule for a presentation dry run
        by Webex or at SLAC..................................All   ( 10 mins )

The process for the preparation of a single report on crymodule costs explaining both the costs accepted for the RDR and the uncertainties , was discussed.

Wilhelm has set up access to a file ( later successfully tested ) that will be used by the experts in all three regions in preparing this presentation. It will be updated daily and accessible for review by rdr_mgmt. This file will be closed on Monday evening as Wilhelm leaves for SLAC. It was agreed that, after reviewing peoples travel schedules, we would have a dry run of this presentation on Wednesday , Dec 13,  from 2.0 pm to 4.0 pm.

The Fuji room (ILC area) has been reserved and we will need WebEx access for at least Barry. Max could you please set up the webex meeting for 2-4pm

PST.
The possibility of a dry run of the CF&S presentations was discussed but as of this writing still an open question.  There will be an update on this before the weekend.

   SLAC Cost Review ....  Discussion of schedule.............Ewan  ( 10 mins )

             THURSDAY (Updated)               FRIDAY          SATURDAY (Proposed)

The Thursday schedule will be as shown and the Saturday with these modifications. On Saturday afternoon there will be continuing discussions amongst the members of the RDR-MGMT board which are not part of the published agenda. Max, at some point you will have to send out an update "final" agenda but this is as close to final as I know. One clarification, it is my understanding that Vic will be the single CF&S presenter at SLAC and similarly Jean-Luc at Daresbury.

       08:30 15  Introduction Barry        As published    09:00 60 Closed  Barry, CE's and reviewers
       08:45 30  Cost methodology Peter                    10:00 30 Coffee
       09:15 45  Machine Overview Tor                      10:30 90 Open Closeout Report
       10:00 30  Main Linac Chris Adolphsen                12:00    End
       10:30 30  coffee 
       11:00 120  SCRF Bialowons
       13:00 60  lunch 
       14:00 150  CFS Vic Kuchler
       16:30 30  coffee 
       17:00 60  RF Power Larsen
       18:00   close
     
    Cost Estimate....Bottom Line and Schedule..............Peter ( 10 mins or as required!)
Peter gave an update on the total costs as of Dec 6 and there still a few areas where information was lacking. Some he expected by Dec 8 and others where he will have to use prior estimates.

For the SLAC review, Nick will talk to Vic and give guidance on presentation. Input should be sent to Nick for this discussion. Cost drivers should be pointed out and the talk should cover the 3 regions.

  • Beijing Meeting –
    • Speakers for the joint plenarys are needed
    • Task force to be put together to help form the agenda (RDR mgmt)
    • How can we best use this meeting
  • DESY n/a

 

  • Post RDR – -
  • We will meet at SLAC (EC meeting) to discuss our future. We will setup webex for M. Nozaki.

- Meeting will be in the evening.

  • CR #20
    • Communicated with Andy, set of parameters to be discussed with Andrei. Will talk to Nobu after one more iteration.
    • Will be presented by Tor with Chris present.
  • SLAC Cost Confidentiality Issue
    • Outside committee, take away access – what are the restrictions
    • Internal reviewers will be handled the same as previously
    • Barry to talk to Peter
  • Cost Presentation to the MAC
    • Put SLAC presentations on pass worded website for access before the MAC review
  • MAC Review
    • Presenters have been invited
    • Agenda has been revised
    • Will discuss at SLAC
  • Executive Summary
    • Who’s responsible?
    • Discussion next week at SLAC
    • To be written between Xmas and Feb.
  • Future Planning and Beijing
    • What is our vision? How do we go forward?
    • Brian put out document.
    • What do we need – better project mgmt, WBS, etc.
    • A task force is needed, RDR mgmt is not the place to make these decisions
    • Project Mgmt would take the place of the RDR mgmt
    • There are delicate questions – do we hire a project mgr internally or externally. Etc.
    • The WBS needs to evolve into a GDE structure
    • FNAL group may be able to help with model; we need to put home inst. agendas aside.
    • Brian will sketch out headers and ideas for next week.

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